Setting up Action Triggers

Who is this article for?
Site Administrators who want to set up module-specific notifications.

Actions_Admin or higher permissions and ownership of the item are required.

Triggers are alerts initiated (or fired) when certain criteria for an Action are met. They can take the form of an email to the appropriate person and/or a notice on the user’s Noticeboard.

In this article:

Accessing Triggers
Creating Triggers
Editing Triggers
Further reading

1. Accessing Triggers

To access Triggers:

Open the Go To... menu.
Hover over Actions.
Select Search.
Open the Action for which you want to set the Trigger(s).
This will open the Action's notebook.
Switch to the "More..." tab.

This is where you can add a New Trigger or view existing Triggers.

2. Creating Triggers

To add a Trigger:

Open the Action for which you want to set the Trigger(s).
Click Triggers▼.
Select New Trigger.

Choose a condition from the Trigger will fire dropdown.
Define when the Trigger will Start firing.
Define when the Trigger will Finish firing.
In the Fire every field, enter the number of days you want the Trigger to wait before firing again.
You can click the Firing Dates link to view the next five firing dates based on your settings.
Click Next.
Choose one or more Recipients to show which Users will receive the Trigger notification.
Click Next.
Enter an Additional Message if required.
Click Next.

You will be taken to a confirmation screen with a summary of the options you've chosen.

If you need to change any of the settings, you can go back to each section by clicking Previous or selecting the section name on the left.

When you are happy that the settings are correct, click Finish & Save, or click Save & Create Another to begin adding another Trigger to the Action.

3. Editing Triggers

Changes to Trigger setup can only be made when the Trigger is specific to a single Action.

To edit a Trigger, click its hyperlinked name under the Triggers header. You will be redirected to a new page.

From here, you can Edit or Delete the Trigger, or change the Recipients and Additional Message by selecting the header and clicking Edit.

When trying to edit a Trigger created for multiple Actions, a warning message will appear to state that this Trigger cannot be modified.

4. Further reading

Configuration

Troubleshooting

1. Accessing Triggers

To access Triggers:

Access Classic.
Select Actions from the Topic bar.
Switch to the "Triggers" tab.

This is where you can Add a Trigger or Delete a selected Trigger.

2. Creating Triggers

Action is due for completion

To add a Trigger:

Click Add a Trigger.

Select Action reaches scheduled date for Trigger when.
Set a Range for your Trigger.
Green Arrow shows the firing start, Red Arrows shows the firing end, and the Black D box is the due date for the item.
By default, a new Trigger is set to fire 14 days before the scheduled date and 15 days after it.
If the Trigger criteria is completed before the time these Triggers are set to fire, the Trigger will stop firing.

trigger_range

Define the Firing interval in days.
By default, a new Trigger is set to fire every 7 days.
Set the Firing Dates.
This process takes place overnight, on the evening of the specified date, so set the date of the day before you want a user to receive the notification.
Choose a Notification Method.
If you don't select an option, the only notification of the Trigger being fired will appear in the Audit Trail. No email or notice will be sent out to the user.
Set the Recipients who will receive the notification.
Selecting Other Recipients allows a Trigger to be sent to users who are not in the selected ownership fields.
If you select a Role, Triggers will be fired to all members of that Role.
Enter an Additional Message if required.

Action changes status

To add a Trigger:

Click Add a Trigger.
Select Action changes status for Trigger when.
Choose a Status Change to determine when the notification will be sent.
Email sent will only show the first and last status the Action worked through.

Remainder of the settings are as with the Trigger described above.

Actions with incomplete Milestones

To add a Trigger:

Click Add a Trigger.
Select Any incomplete Milestone reaches its due date for Trigger when.
Set the Original Due Date, Due Date, and Planned Start Date.
Enter a value in days for Check Progress before deadline.

Remainder of the settings are as with the Trigger described above.

3. Editing Triggers

To edit a Trigger, highlight it in the Triggers list.

You will see the screen expand with its details.

4. Bulk Triggers

Site Administrators can define Bulk Triggers in Trigger Central. Any Trigger setup this way will show in the "Triggers" tab with the name of the Bulk Trigger at the start of its description.

These Triggers cannot be modified or deleted from here and must be edited in Trigger Central.

To set up Bulk Triggers for Actions, please follow our instructions for setting up Bulk Triggers in Classic.